SharePoint Guide
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Table of Contents
Getting Started with Green House Data Hosted Microsoft SharePoint
2010 Foundation
Password prompts when using SharePoint with Internet Explorer
Setting up a SharePoint Site as a Network Location
SharePoint Foundation 2010 Permissions
Microsoft SharePoint™ FAQ
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Getting Started with Green House Data Hosted Microsoft
SharePoint 2010 Foundation Thank you for purchasing FiberCloud’s Microsoft SharePoint. This guide will walk you through the steps
to setup your site using Microsoft SharePoint 2010. If you have any questions for issues please do not
hesitate to contact us at [email protected] or by calling us at (866) 995-3282.
Your first time logging onto SharePoint, an introduction to Green House Data hosted SharePoint.
1) Template Selection
When you first login to your SharePoint site, it will not be setup yet.
The first step in setting up your SharePoint site is to choose a template.
To help you choose the correct template, select each template and it will provide you with a description
under picture to the left.
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2) Setup groups and users for your site:
The only users that can be added are users provisioned to use your SharePoint site.
These are the users on that you included on your welcome form.
Descriptions of groups:
Visitors can only read the content in your site
Members can add and read content in your site.
Owners can add content, delete content and do any admin functions in your site.
Don’t worry if you forget to add a user, users and groups can be added later from your site settings.
For more information on SharePoint 2010 Foundation permissions, see our guide here.
To add a user listed in your welcome form:
Click the open book in the lower right corner of the field desired.
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Type in the name of the user you want to add in the Find field, and then click the magnifying glass to the
right. The site admin user is show as an example here.
When you are, finished adding users exit the Select People and Groups and click OK in the lower right
hand side of the Setup Groups for this Site page.
Once you are inside you site you can create a web page, library or list by clicking on site actions:
Note: You will need administrator permissions to do this. Users with admin permission are listed on the
welcome form.
After you click on site actions you can click Create, Edit Page, or Site Settings.
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Create, Edit Page, and Site settings are advanced topics not covered by this introduction to Green House Data hosted SharePoint. If you have, any questions please contact
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Password prompts when using SharePoint with
Internet Explorer
Thank you for signing up for FiberCloud’s Cloud-Hosted SharePoint. On some computers, users may be
prompted for a username and password when trying to access documents using Internet Explorer. This
document will step you through this process.
If you are not a current customer for this service or run into any problems following these instructions
you can contact us for assistance.
1) Open and login to your SharePoint site in Internet Explorer as you normally would do
2) In Internet Explorer go to the Tools menu and select Internet Options
3) Select the Security tab
4) Click on trusted sites and push "Custom Level"
5) Scroll down to the “User Authentication” Section and go under login and select "automatic logon
with current username and password"
6) Close and then re-open Internet Explorer
7) Next you need to go to the Windows Control Panel and open User Accounts
8) Hit the “Manage Credentials” button (Note if you are using Windows XP it will say “Manage
Passwords”)
9) For “Server” type in http://sp.<domainname> from your welcome letter
10) Input the username and welcome letter for your account
If you have any problems or questions, please don’t hesitate to contact us at (866) 995-3282 or [email protected].
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Setting up a SharePoint Site as a Network Location
In order to be able to upload multiple files at once to SharePoint, it is often easier to create a link to the
SharePoint site on your computer as a Network Location. This enables you to drag and drop multiple
files and folders into SharePoint at one time.
Following are instructions to add a SharePoint site as a Network Location.
1. Click on the Start button and select “Computer” from the menu.
2. Next, in the window that opens up, right click with your mouse anywhere in the blank space
below “Network Locations” and select “Add a network location” from the drop down menu.
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3. Click “Next” on the following window.
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4. If it isn’t already highlighted, click on “Choose a custom network location” and click “Next”
5. In the next window, type in the address of your SharePoint site in the dialog box “Internet or
network address” and click “Next”
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7. A login box appears. Type in the username and password you were given for the SharePoint site
and click “OK”.
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8. The next window allows you to type in a name you want to call this location, or you can leave it
with the default that is filled in. Click “Next”
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9. Click “Finish” on the next window.
10. The SharePoint site should now appear as a Network Location. Simply open up this location
(you may be prompted for your username and password) to drag and drop files and folders
within the SharePoint site.
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SharePoint Foundation 2010 Permissions
Thank you for purchasing Hosted SharePoint from Green House Data. This document explains
SharePoint permissions and gives you guidance for configuring them on your site.
At the most basic level, you manage permissions settings by granting or restricting user access. The best
place to start is with groups. In most circumstances, you can do everything you need to do about
controlling access simply by working with groups. Each group has a pre-defined set of permissions
documented below.
Groups
You can use SharePoint groups to assign the same permission levels to many people at once. By using
groups, instead of trying to control and track the access you grant to your sites or content for one
person at a time, you can simplify the task of managing access to a site.
Streamlines your site maintenance for you and your successor site owners,
Ensures that people performing similar tasks have the same levels of access, and
Helps you make sure that people have only the access they need, not more.
In most cases, the default groups will work for you. As the site owner, you can create new groups for
specific departments or roles. We recommend you plan which groups you create and that you
document the permissions you give to each. To maximize productivity we recommend you use the
principle of least privilege, give people the lowest permission levels they need to perform their assigned
tasks.
Default Groups
These groups help you easily sort people who will use your site in similar ways. Some people just have to review content on the site, other people have to edit content, and some have to add or edit elements of the site itself.
Groups Description
Members Use this group to grant people contribute permissions to the SharePoint site
Owners Use this group to grant people full control permissions to the SharePoint site
Visitors Use this group to grant people read permissions to the SharePoint site
Permission Levels
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Groups are assigned permission levels. Permissions levels are combinations of tasks that people need to
be able to perform on your site, such as “view pages on the site,” and “view items in a list”; or, “create a
list,” or “add an item to a list.”
By grouping commonly associated tasks into permission levels, you can grant groups permissions to
perform many tasks on a site or content item at once.
Note: In Green House Data Web Access the permission levels show up under “role membership”.
The table below shows each level of permissions and what they do.
Permission Level Description
Full Control Has full control. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted.
Design Can view, add, update, delete, approve, and customize. Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default.
Contribute Can view, add, update, and delete list items and documents. Assigned to the Site name Members SharePoint group, by default.
Read Read-only access to the Web site. Can view pages and list items and download documents. Assigned to the Site name Visitors SharePoint group, by default.
Limited Access Can view specific lists, document libraries, list items, folders, or documents when given permissions
This table goes into detail for each permission level and what they include.
SharePoint Foundation 2010 Permission Levels
List Permissions Full Control
Design Contribute Read Limited Access
Manage Lists - Create and delete lists, add or remove columns in a list, and add or remove public views of a list. • • Override Check Out - Discard or check in a document, which is checked out to another user. • •Add Items - Add items to lists and add documents to document libraries. • • •Edit Items - Edit items in lists, edit documents in document libraries, and customize Web Part Pages in document libraries. • • •Delete Items - Delete items from a list and documents from a document library. • • •View Items - View items in lists and documents in document libraries. • • • •Approve Items - Approve a minor version of a list item or document. • •
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Open Items - View the source of documents with server-side file handlers. • • • •View Versions - View past versions of a list item or document.
• • • •Delete Versions - Delete past versions of a list item or document.
• • •Create Alerts - Create alerts.
• • • •View Application Pages - View forms, views, and application pages. Enumerate lists. • • • • •
Site Permissions Full Control
Design Contribute Read Limited Access
Manage Permissions - Create and change permission levels on the Web site and assign permissions to users and groups. •View Web Analytics Data - View reports on Web site usage.
•Create Subsites - Create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites. •Manage Web Site - Grants the ability to perform all administration tasks for the Web site as well as manage content. •Add and Customize Pages - Add, change, or delete HTML pages or Web Part Pages, and edit the Web site using a Microsoft SharePoint Foundation-compatible editor.
• •Apply Themes and Borders - Apply a theme or borders to the entire Web site. • •Apply Style Sheets - Apply a style sheet (.CSS file) to the Web site. • •Create Groups - Create a group of users that can be used anywhere within the site collection. •Browse Directories - Enumerate files and folders in a Web site using SharePoint Designer and Web DAV interfaces. • • •Use Self-Service Site Creation - Create a Web site using Self-Service Site Creation. • • • •View Pages - View pages in a Web site.
• • • •Enumerate Permissions - Enumerate permissions on the Web site, list, folder, document, or list item. •Browse User Information - View information about users of the Web site. • • • • •
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Manage Alerts - Manage alerts for all users of the Web site. •
Use Remote Interfaces - Use SOAP, Web DAV, the Client Object Model or SharePoint Designer interfaces to access the Web site. • • • • •Use Client Integration Features - Use features which launch client applications. Without this permission, users will have to work on documents locally and upload their changes.
• • • • •Open - Allows users to open a Web site, list, or folder in order to access items inside that container. • • • • •Edit Personal User Information - Allows a user to change his or her own user information, such as adding a picture. • • •
Personal Permissions Full Control
Design Contribute Read Limited Access
Manage Personal Views - Create, change, and delete personal views of lists. • • •Add/Remove Personal Web Parts - Add or remove personal Web Parts on a Web Part Page. • • •Update Personal Web Parts - Update Web Parts to display personalized information. • • •
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Microsoft SharePoint™ FAQ
Q: What are the minimum system requirements for Hosted Microsoft SharePoint 2010?
A: The minimum system requirements:
PC
Internet Explorer 7 or Firefox 3 and higher web browsers
Windows 7, Vista, XP SP3
512 MB of RAM
1GB available disk space
DSL or higher connection
MAC
Safari 3 or Firefox 3 and higher web browsers
Intel Processor
Mac OS X 10.6 Snow Leopard or higher
512 MB of RAM
1GB available disk space
DSL or higher connection
Q: How do I connect to my SharePoint site?
A: Using your web browser, go to http://sp.your companyname.com and enter your user name and password.
Q: Which edition of SharePoint do you have on your hosted platform?
A: We have SharePoint Foundation 2010 available on our hosted platform which provides collaboration and document management including sites, team sites, calendars, document libraries, wikis, blogs and more.
Q: What is the difference between SharePoint Foundation 2010 and SharePoint Server 2010?
A: SharePoint Foundation is designed for businesses and organizations of all sizes to provide collaboration and document management capabilities. It can be used to manage and host an intranet-type site or a feature-rich public facing website. Secure and scalable to grow with your business, SharePoint Foundation is part of our Cloud-Hosted Services. It is available on managed server environment if required.
SharePoint Server 2010
SharePoint Server 2010 is a feature-rich collaboration and content management tool. It has additional features to SharePoint Foundation including integration of Microsoft Forms Server and Microsoft InfoPath technology. It is available on our Cloud or Managed servers only. [email protected] for more information.
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Q: I have an older version of SharePoint and the names have changed. What are the new names?
A: SharePoint Foundation 2010 was Windows SharePoint Services 3.0 (2007) version. It is included in a Windows Server license. SharePoint Server 2010 was as Microsoft Office SharePoint Server (MOSS) 2007.
Q: How do I change my SharePoint password?
A: If you have Hosted Exchange Email with Green House Data, login to your Outlook Web App (OWA email), click on options in the upper right, then click change password in left middle menu.
If you do not have Hosted Exchange Email with Green House Data, send an email to [email protected] or [email protected] asking for a password change.
Q: Can SharePoint compare two document versions?
A: No - open the documents in Office and compare them there.
Q: I know my password is correct but after several attempts, I am getting “You are not Unauthorized to view this page” error.
A: Your username must be in the following format:
[email protected] - This information is also on your welcome letter.
or
Your account is locked from too many failed attempts. Please contact [email protected] or [email protected] to unlock.
Q: When I try to access part of my company’s site I get an “Error: Access Denied.”
A: You most likely do not have permissions to access that part of your site. Contact your SharePoint administrator and ask them for permissions.
Q: When I try to see old versions of a document there is no option.
A: Versioning is not turned on. Have your SharePoint administrator turn on versioning for your library.
Q: How do I open an older version of a document?
A: Click the dropdown menu right of the document and select Version History.
Q: I would like to use web parts on my SharePoint site, how do I do this?
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A: We do not offer this on our Hosted SharePoint Foundation service platform. However, if you have web parts or other custom development you would like to use, Green House Data can provide a dedicated server option, please contact your account manager or [email protected]
Q: I need to see how much space we are using our on hosted SharePoint site, how do I do this?
A: Please contact [email protected]. If you need to increase the size of your SharePoint site please contact [email protected].
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